MNEMOCAST
Privacy policy
Draft, pending legal review. Mnemocast is pre-release. This draft describes what the service does today; it has not yet been reviewed by a lawyer and may change before launch. Items marked like this are still to be filled in.
This policy explains what personal information Mnemocast collects, why, who else handles it, how long it is kept, and the choices you have. "Mnemocast", "we" and "us" mean [legal entity name and address].
Two ways you might use Mnemocast
Directly, by signing up to Mnemocast's own apps at app.mnemocast.com. We decide how your information is used, and this policy applies.
Through another company's product. Mnemocast is also an API that other companies build meetings into. If you join a meeting in their app, that company decides what information it gives us and why, and its privacy policy applies to you. We process that information on its behalf, to run the meeting, and for no other purpose.
What we collect
| Information | Where it comes from | Why |
|---|---|---|
| Email address and password | You, when you sign up with email. The password is held by our sign-in provider, Amazon Cognito; we never see it. | To let you sign in |
| Name shown to others | You, or the sign-in service you choose (for example Google) | So people in a meeting know who you are |
| An age band — under 13, 13 to 17, or 18 and over | The month and year of birth you give when you sign up. We keep only the band and, for 13-to-17-year-olds, the month the band changes. We do not keep your birth date. | To keep Mnemocast from children under 13, and to apply extra protections for teenagers |
| Identifiers from a sign-in service | Google, Microsoft or Apple, if you sign in with them | To recognise you next time |
| Meeting records: which rooms and sessions you joined, when, your role, and whether you were removed | Your use of the service | To run meetings, enforce the host's decisions, and keep people out who were removed |
| Usage: when each connection to a meeting began and ended, how long agents spoke, how many answers Mnemocast's Scribe gave, and how long meetings were recorded. Not what was said. | Our servers, as meetings happen | To apply plan limits, bill by use, and show developers and hosts what they used |
| Your plan: which plan you are on, how it is billed, when it renews, and the team you belong to | Your subscription, from Stripe (on the web) or Apple and Google (in the app) | To give you what your plan includes. We never see or keep your card details; the payment provider does. |
| Actions your agents propose for you: what (a meeting's title, time, length and the people in the meeting it would invite; or a reminder's time and words), who asked, and what you decided; your reminders; and your device's time zone, given when you join a meeting | Your agents, when you or a host ask them, in a meeting | To show you each proposal to confirm or decline, to do what you confirm, and to send your reminders to your phone. Nothing is done until you confirm, and only for you |
| Technical logs: IP address, time, the request made, and the result | Your device, as it talks to our servers | To keep the service working and secure |
Audio, video, screen sharing and chat
When you are in a meeting, your audio, video, screen share and chat messages travel through our media servers to the other participants. We do not record or store them unless a host records the meeting, as described below. Chat is never recorded.
Scheduled meetings, invitations and reminders
- When you schedule a meeting, we keep its title, time, agenda, repeats and who is invited.
- If you invite someone by email address, we send them an invitation from meetings@mnemocast.com (through Amazon SES), and a reminder shortly before it starts. We keep the address only until they accept, which turns it into their Mnemocast account, or until 30 days after the meeting. They can decline or stop reminders from the invitation without an account.
- If you allow notifications in the Mnemocast app, we keep a notification token for your phone and use Expo's push service (which passes it to Apple or Google) to remind you before your meetings. You can turn notifications off in your phone's settings at any time.
- We do not hold the email address of your Mnemocast account; your sign-in provider does. We tell you about meetings in the apps and by notification.
Recorded meetings
Recording is being introduced gradually and is not yet available to everyone. Where it is:
- A meeting is recorded only when a host starts a recording. Nothing is recorded automatically.
- Everyone in the meeting is shown that it is being recorded, for as long as it is. If you are in a meeting when recording starts, you cannot be seen or heard until you agree to be recorded, and you can leave instead. If you join while it is being recorded, you must agree before you join.
- A recording is a video of the meeting as people saw it: who was speaking, cameras, screen shares and names. It does not include the chat, or private questions to an AI agent and their answers.
- Everyone who was in the meeting while it was recorded, and agreed, can watch and download it. Nobody else in the meeting's company can, unless they were there.
- Recordings are kept for 30 days and then deleted. A host of the meeting's room can delete one sooner.
- People aged 13 to 17 cannot be in a meeting while it is being recorded.
AI agents in meetings
Mnemocast lets a participant bring an AI agent into a meeting — for example, to take notes. When that happens:
- The agent is always shown to everyone in the meeting as an agent, with the name of the company that provides it, whether it can speak, and whether that company says it keeps, or trains on, what it hears. It is announced when it joins.
- Rooms do not allow agents unless the host allows them.
- The agent can hear the meeting and read its chat. The company that provides it handles what it receives under that company's own terms and privacy policy.
- An agent can answer in chat, or speak, only when the person who brought it (or the host) asks it to.
- The person who brought an agent can ask it questions privately, in writing. Only they see the question and the answer, which can be about what was said in the meeting. Everyone else in the meeting is shown that a private answer was given, but not what it said. A company using Mnemocast can switch private questions off for its rooms.
- The person who brought an agent can give it instructions for the meeting (for example, "answer in French"). Everyone in the meeting is shown them.
- A person can bring their own personal agent, running at an address they choose, if the meeting's room allows it. It is shown to everyone as theirs, with what they say it keeps, and that Mnemocast has not checked that. What it does with what it receives is up to them, under their responsibility.
- A person can also connect their own AI assistant (for example Claude) through MCP. It joins only meetings they are in, is shown to everyone as their assistant, and reads what is said and written there into that person's conversation with the assistant, under its provider's own terms, which Mnemocast does not control; everyone is shown how often it read. If they choose to let it speak in a meeting, it can also speak there when they ask it to; Mnemocast's voice service reads its words aloud and they appear in the chat. It never hears anyone who objects to agents. Mnemocast keeps what it read only while it is in the meeting.
- A person may make a private calendar link that their calendar app subscribes to. It shows the times, rooms and links of the meetings they organise or have not declined; anyone they give the link to can see those. Making a new link stops the old one.
- A person may also give Mnemocast their own API key for that assistant, so it can answer them during the meeting. The key is kept encrypted, used only to answer their questions in meetings, and deleted when they remove it or disconnect the assistant. Those requests are made under, and billed to, their own account with that provider.
If you do not want to be heard by an agent, you can object: from then on nothing you say or write in that meeting reaches any agent in it, including for private answers, and your voice is not sent to our speech-recognition provider. Everyone in the meeting can see that you objected; the agents are told only that someone is excluded. You can withdraw it at any time, leave the meeting, or ask the host to remove the agent.
Children
Mnemocast is not for children under 13. When someone signing up tells us they are under 13, we do not create an account, and we delete the sign-in account they had just made; we keep nothing that identifies them. If we learn that a user is under 13, we delete their account. If you believe a child under 13 is using Mnemocast, contact us at support@mnemocast.com.
People aged 13 to 17 can use Mnemocast, with limits: they can join only rooms whose host has chosen to allow people aged 13 to 17, they cannot join a meeting that is being recorded or has an AI agent in it, and an agent cannot join, nor a recording start, while they are in one.
Who else handles your information
We use a small number of providers to run the service. They handle your information only to provide their service to us.
- Amazon Web Services — hosting, databases, sign-in (Amazon Cognito), and the servers that carry meeting audio and video. In the United States.
- Google — our company email. If you choose "Continue with Google", Google also tells us who you are, under Google's privacy policy.
- Microsoft and Apple — only if you choose to sign in with them.
- Amazon SES — sends meeting invitations and reminders to people invited by email address.
- Stripe — takes payment when you subscribe on the web, and runs the page where you manage your subscription. Stripe receives your name, email address and payment details under its own privacy policy; we receive only what you bought and whether it is paid.
- Apple and Google (through RevenueCat), once subscribing in the app is available — take payment for subscriptions bought in the Mnemocast app. RevenueCat tells us which plan you bought and whether it is current.
- Expo (with Apple and Google) — delivers meeting reminders to the Mnemocast app on your phone, if you allow notifications. They receive the meeting's title, its time and room name, and your phone's notification token.
Only when an AI agent is in a meeting, and only for people who have not objected:
- Deepgram (and, if Deepgram is unavailable, AssemblyAI) — turns what people say into text for the agents in the meeting. Each person's speech is sent only while they are speaking. Both are set not to use it to train their models.
- Cartesia (and, if Cartesia is unavailable, Amazon Polly) — gives an agent a voice when it is asked to speak. They receive only the agent's words.
- Anthropic — the AI model behind Scribe, Mnemocast's own note-taking agent. When someone asks Scribe a question, Anthropic receives the question and the meeting's text since Scribe joined, and returns the answer. Anthropic does not keep this by default and never uses it to train models without our express permission; like other providers, it may keep content that its automated safety systems flag, for up to two years.
An agent brought from another company works under that company's terms and privacy policy, which the meeting is shown before the agent is brought in.
We do not sell your personal information, share it for advertising, or use it to train AI models. We disclose it to authorities only when the law requires us to.
Cookies and similar technology
The mnemocast.com website sets no cookies and uses no analytics or advertising trackers. When you sign in, our sign-in pages at auth.mnemocast.com use cookies to keep you signed in, and the app keeps your session in your browser tab until you close it or sign out.
How long we keep it
| Information | Kept for |
|---|---|
| Your account | Until you ask us to delete it |
| Sign-in sessions | They expire after 30 days, or when you sign out |
| Meeting records | As long as your account, or as the company whose product you used decides. A room with no link and no meeting for 30 days is deleted with its meeting records. |
| Recordings of meetings | 30 days, or less if a host deletes one |
| The email address of someone invited to a meeting | Until they accept, or 30 days after the meeting |
| Phone notification tokens | Until you sign out of the app, delete your account, or the phone stops accepting them |
| Technical logs | 14 days |
| Database backups | 7 days |
| Anything from someone under 13 who tried to sign up | Nothing is kept |
How we protect it
Information is encrypted in transit and at rest. Passwords are held by Amazon Cognito and never reach us. Sign-in and access keys are stored only as one-way hashes. Access to production systems is limited to the people who run them.
Your choices and rights
You can ask us to show you the information we hold about you, correct it, or delete your account, by writing to support@mnemocast.com. Depending on where you live, you may have further rights under laws such as those of California or the European Union; we will honour them. If you use Mnemocast through another company's product, send your request to that company, and we will help it respond.
You cannot change your age band yourself. If it is wrong, contact support.
Where your information is kept
In the United States. If you use Mnemocast from elsewhere, your information is transferred to the United States [transfer mechanism, if serving the EU or UK].
Changes and contact
If we change this policy in a way that matters, we will say so on this page before the change takes effect, and tell account holders by email. Questions: support@mnemocast.com, or write to [postal address].